SUMMARY:
Fleet Controller
Coega, Port Elizabeth
Purpose of the Role
The Fleet Controller is responsible for the effective management, maintenance, compliance, and operational readiness of a fleet of vehicles and associated equipment. The role ensures that all vehicles remain roadworthy, legally compliant, and available for operational requirements while minimizing downtime and controlling maintenance-related costs. The Fleet Controller serves as the primary liaison between service providers, operational teams, and management to ensure efficient fleet performance and adherence to safety and regulatory standards.
POSITION INFO:
Key Responsibilities Fleet Maintenance and Repairs Manage and coordinate all preventative maintenance, servicing, repairs, and breakdown assistance for the fleet. Monitor vehicle condition and ensure all maintenance schedules are adhered to. Coordinate vehicle servicing with approved service providers and operational departments. Ensure all vehicles remain operational and available for business requirements. Monitor vehicle uptime and implement measures to reduce downtime. Inspect and sign off completed repairs to ensure quality standards are met. Manage repair processes from initiation through completion and return to service. Fleet Administration and Record Management Maintain accurate fleet maintenance records and documentation. Record and monitor vehicle mileage, equipment operating hours, and maintenance histories. Maintain records of repairs, inspections, certifications, licensing, and registrations. Manage and authorize purchase requests and purchase orders relating to vehicle maintenance and repairs. Ensure all fleet documentation is accurately filed and readily accessible. Vehicle Compliance and Regulatory Management Ensure all vehicles comply with road traffic legislation and operational requirements. Manage vehicle licensing, registrations, certifications, and renewals. Ensure fleet equipment certifications remain current, including refrigeration systems, tail lifts, and other specialized equipment. Conduct regular fleet inspections to verify compliance with safety and legal standards. Ensure vehicles consistently meet transport quality and operational audit requirements. Fleet Operations Coordination Receive and review daily vehicle inspection reports. Identify and report vehicle defects, damages, and maintenance requirements. Coordinate vehicle transfers, collections, deliveries, and handovers. Manage vehicle availability and scheduling to support operational requirements. Oversee replacement vehicle requirements when operational units are unavailable. Coordinate fleet audits and ensure corrective actions are implemented where necessary. Supplier and Service Provider Management Develop and maintain effective relationships with external service providers and suppliers. Monitor service level agreements and supplier performance. Coordinate maintenance activities and repairs with external vendors. Ensure service providers meet agreed quality, turnaround time, and cost standards. Resolve maintenance-related issues and facilitate communication between stakeholders. Budget and Cost Control Monitor fleet expenditure and maintenance costs. Assist with fleet budget planning and forecasting. Ensure maintenance and repair expenses are accurately recorded within the correct reporting periods. Identify opportunities to reduce operating costs while maintaining service quality and safety standards. Monitor expenditure against budget and provide explanations for variances. Quality Assurance and Continuous Improvement Ensure fleet quality standards are maintained at all times. Conduct regular inspections and quality checks on vehicles and equipment. Identify opportunities to improve fleet processes, service levels, operational efficiency, and cost effectiveness. Implement preventative maintenance practices to reduce breakdowns and unexpected costs. Support continuous improvement initiatives within fleet operations. Risk Management Conduct regular vehicle inspections and risk assessments. Ensure vehicles are maintained according to manufacturer specifications. Monitor compliance with all applicable legislation and internal procedures. Investigate vehicle incidents, accidents, and breakdowns and implement corrective actions. Maintain accurate records of vehicle damage and associated repair costs. Reporting and Planning Prepare accurate fleet management reports and performance metrics. Monitor maintenance schedules and service requirements. Provide vehicle utilization, maintenance, downtime, and cost reports. Ensure reporting deadlines are consistently met. Assist in planning fleet resources to meet operational requirements. Health, Safety and Compliance Promote and maintain a safe working environment. Ensure compliance with health and safety policies and procedures. Support workplace safety initiatives and emergency preparedness requirements. Ensure fleet operations comply with all relevant safety regulations and standards. Participate in safety inspections, audits, and compliance activities. Minimum Requirements Qualifications Grade 12 (Matric). Relevant tertiary qualification in Fleet Management, Logistics, Transport Management, Mechanical Engineering, or Business Administration will be advantageous. Valid Code EC (Code 14) Driver's License with Public Driving Permit (PDP). Ability to successfully complete medical, driver screening, and verification assessments. Experience Minimum 5 years' experience in Fleet Management or Transport Operations. Proven experience managing vehicle maintenance, repairs, compliance, and fleet administration. Experience driving and operating heavy commercial vehicles and trailers is advantageous. Experience working within transport, logistics, distribution, manufacturing, or supply chain environments preferred. Technical Knowledge Strong understanding of commercial vehicle maintenance and repair processes. Knowledge of refrigeration systems, tail-lift systems, vehicle tracking systems, tire management, and fleet monitoring systems. Comprehensive knowledge of road traffic legislation and transport regulations. Understanding of preventative maintenance programs and fleet compliance requirements. Computer Literacy Advanced proficiency in Microsoft Office Suite, including: Excel Word Outlook PowerPoint Experience with fleet management and maintenance tracking systems advantageous. Key Competencies Technical Competencies Fleet Management Vehicle Maintenance Coordination Compliance Management Budget Control Reporting and Analysis Supplier Management Risk Management Quality Assurance Planning and Scheduling Behavioural Competencies Strong attention to detail Excellent communication and interpersonal skills Report writing ability High level of integrity and accountability Strong problem-solving skills Assertiveness and decision-making ability Ability to work under pressure Deadline driven Reliable and dependable Strong organizational skills Customer service orientation Commitment to safety and compliance Continuous improvement mindset Performance Indicators Fleet uptime and availability. Maintenance schedule compliance. Reduction of vehicle downtime. Budget adherence and cost control. Audit and compliance results. Vehicle safety and roadworthiness standards. Accuracy and timeliness of reporting. Service provider performance management. Achievement of operational service levels. Health and safety compliance.
